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Facilities Manager - Henley-on-Thames, Oxfordshire

Employer
Phyllis Court Club
Location
Henley-on-Thames, Oxfordshire
Salary
£35,000 to £40,000.00 p.a. depending on experience
Closing date
9 Dec 2021
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Job Details

Facilities Manager - Henley-on-Thames, Oxfordshire

The Role

The role of the Facilities Manager will be to oversee and work alongside the Facilities Team, oversee, and engage with contractors on site and manage any ad hoc issues as they arise or escalate as required. The role requires consistency and attention to detail, respecting procedures to take the best possible care of our Clubhouse (Grade 2 listed), Riverside Pavilion (parts of which are listed) and Fitness Centre which are set in 14 acres of parkland by the river Thames.

The Person

We are looking for an experienced Manager to join our team on a full-time basis. The ideal candidate will have excellent customer service skills, with some experience working in a similar role, preferably, within a similar environment. A good logical approach to problem solving and the ability to work well under pressure will be advantageous in this role. You must have a good command of the English language, be computer literate, and well organised. You should have good time management skills and the ability to multi-task, as well the ability to work using your own initiative.

Responsibilities

  • Managing the day-to-day maintenance work at the Club, ensuring the team are set up for their daily tasks and any reactive work is attended to.
  • Project management of any refurbishment plans at the Club.
  • Provide line management and leadership to the Facilities Team and ensure that your team are fully trained in all aspects of their role.
  • Be responsible for Health and Safety compliance on site, and the maintenance of records.
  • Work closely with the management team and contribute to the overall team business plan/strategy.

Building Fabric and Services

  • Carry out planned maintenance tasks of plant and equipment.
  • Maintain and repair the fabric of the buildings, including redecoration, plumbing, carpentry and upkeep of the grounds and external services as required.
  • Manage the Install, move and modification of office furniture as required and to assist in the installation and modification of services, i.e., mechanical, electrical, pipe work.
  • Property inspections to ensure that staff accommodation is well maintained.
  • Arranging for gas, water, and electrical checks.

Administration

  • Oversee and regularly review the work carried out by contractors to ensure the required standards are achieved and maintained in accordance with the contractual agreement. Ensure positive relationships are maintained with all suppliers, with any issues communicated and dealt with promptly and effectively.
  • ​Carry out planned maintenance tasks of plant and equipment.
  • Maintain and repair the fabric of the buildings, including redecoration, plumbing, carpentry and upkeep of the grounds and external services as required.
  • Manage the Install, move and modification of office furniture as required and to assist in the installation and modification of services, i.e., mechanical, electrical, pipe work.
  • Property inspections to ensure that staff accommodation is well maintained.
  • Arranging for gas, water, and electrical checks.
  • Implement the Planned Maintenance Schedule and review it annually.  Ensure all planned jobs are completed on time and contracts are tendered appropriately.
  • Ensure the Site Information and Asset Register is up to date and compile/maintain an asset register for all estates and authorise payment of all invoices for works in line with Club rules.
  • Generate purchase orders and follow company finance procedures
  • To maintain and manage stocks of building materials, including timely ordering as required.
  • To maintain accurate records of routine maintenance and jobs completed/parts used.
  • To support the administration of the Portable appliance testing (PAT) of apparatus and equipment across the department.
  • Receiving deliveries, and coordinate deliveries with contractors ensuring all deliveries are received and stored securely.
  •  Prepare detailed and accurate reports as and when required by the Head of Operations and CEO.
  • Carry out all necessary administrative work associated with departmental management requirements.  Accurately and timely record all processes from receiving jobs through to completion including invoice processing.
  • Responsible for all works on any Club premises, using external contractors, when necessary, under the direction of the Head of Operations.
  • Carry out planned maintenance schedules (weekly, monthly, quarterly etc.).
  • Liaise with the pest control contractor to ensure the conditions of the contract are met and any issues are dealt with in a timely manner.
  • Liaise with the Front of House Team to manage the completion of required painting, redecoration, and general maintenance duties.
  • Carry out maintenance, repair, and installation work.
  • Get involved in any out of hours call out for emergencies.

Health & Safety

  • Be responsible for Health and Safety compliance on site, and the maintenance of records.
  • Execute workmanship using own initiative, to a high standard and ensure it is carried out in strict compliance with the Health and Safety at Work Act, and any other relevant legislation covering safety in the workplace for self and others.
  • Responsible for all health and safety compliance.  This includes ensuring that all health and safety audits, fire and other evacuations are carried out on a regular basis in accordance with the laid down requirements, the emergency plan and related site maps are continually updated, and that Alert 65 (Health and Safety tool) is regularly updated, with Risk assessments and health and safety audits.
  • Monitoring and reporting weekly/monthly health and safety tasks to Head of Operations.
  • To dispose of surplus equipment and materials, including hazardous chemical and other waste, in accordance with H&S procedures.
  • Develop and maintain a positive image of the building(s) in its location 
  • Ensure procurement is carried out in line with company policy
  • Purchase and control of all first aid supplies, PPE, and safety signage
  • Health & Safety inductions are undertaken as required at site by supporting line managers with the guidance and materials required and that associated records are maintained.

People Management

  • Direct line management responsibility for the Facilities Team.  This includes ensuring that all employees are trained in accordance with the requirements of their role, annual appraisals are conducted, and any performance management processes are carried out in line with Club policies and procedures.
  • Responsible for scheduling team members to ensure the needs of the Club are met, ensuring any overtime payments are in line with the budget and that time off in lieu is given for any time banked and not paid for.

Budget

  • Use best practice of getting 3 estimates for works and submitting all estimates and contracts to the Finance Manager in a timely manner.
  • To work within the agreed budget guidelines e.g., Maintenance, Capital Expenditure & Projects
  • Coordinate maintenance schedule with Property Services Team to ensure work gets completed on time and within budget.
  • Ensure that all orders etc. are countersigned by the Head of Operations and final approval is signed off by the CEO and they are kept up to date with developments.

Selection Criteria

  • GCSE or equivalent in Maths and English.
  • Previous maintenance experience in Facilities Management.
  • Highly organised approach to work, including ability to prioritise own workload in a busy environment, successfully negotiate any conflict and delegate upwards when required.
  • Ability to maintain a flexible approach to duties and provision of facilities and services, including covering for all members of the team and exhibit a positive service orientation to all staff, members, and visitors.
  • Highly organised, proactive person able to meet deadlines.
  • Proven line management skills in a similar role.
  • The ability to work as part of team or alone.
  • Excellent communication skills both verbal and written.
  • Computer literacy including Microsoft Office suite of software (Excel, Word, Outlook, and the Internet).
  • Demonstrable experience in using a full range of mechanical engineering and woodworking hand tools.
  • Trade experience.
  • Knowledge of relevant Health and Safety requirements for example COSHH.

Desirable

  • NEBOSH or IOSHH
  • Experience of PAT testing
  • Sign language

Club Benefits

As well as the traditional benefits such as our pension scheme, life assurance and 28 days holiday each year (pro rata), you will enjoy extra perks when you join the team at Phyllis Court.

  • Perkbox (discounts at high street retailers and restaurants)
  • Gym & swim access at the Fitness Centre
  • Employee Assistance Programme (EAP) and wellbeing support
  • Meals and hot drinks while on duty
  • Complimentary parking onsite
  • Friends and family rates for hotel accommodation and special event bookings
  • Friends and family tickets for Henley Royal Regatta
  • Staff socials and events
  • Automatic enrolment in the Club pension scheme
  • Life assurance scheme
  • ​Staff accommodation on request

 

Company

Find Us
Website
Telephone
01491570500
Location
Phyllis Court Drive
HENLEY-ON-THAMES
United Kingdom
RG9 2HT
GB
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